NFA Custodial RFP (1).pdf

Norwich Free Academy (NFA)

Request for Proposal for Custodial Services Contract

RFP Issue Date: 02/25/2026 Proposals are Due no later than 04/22/2026 2 pm

Table of Contents

I. Project Description II. Scope of Services

A. Daily Cleaning and Maintenance B. Periodic and Deep Cleaning C. Project and Event Support D. Staffing, Supervision and Coordination E. Quality Control and Supplies

III. Contractor Selection Process A. Experience, Capability and Demonstrated Track Record B. Itemized Labor and Materials Costs C. Financial Value

IV. Instructions for Submission of Proposal A. Submission Logistics B. Contents of Written Proposals C. Fee Proposal

V. Termination or Amendment VI. Insurance

I. Project Description

Norwich Free Academy (NFA) is a privately governed, independently endowed independent academy located in Norwich, Connecticut. The campus comprises 11 buildings over 2 campuses consisting mostly of academic spaces but also includes administrative, athletic, food services, and other support spaces. The buildings range in age as well as being architecturally diverse.

NFA seeks to engage a custodial services contractor to provide all labor, supervision, materials, supplies, and equipment required to perform custodial services in designated campus buildings. The contractor shall be solely responsible for the management, training, supervision, and performance of all custodial personnel.

Services shall include daily, periodic, and as-needed cleaning and sanitation; waste removal; floor care; restroom servicing; and custodial support for academic, administrative, and event spaces, as well as event set ups. The contractor shall assess facility conditions at contract commencement, implement NFA-approved cleaning schedules, and maintain documented quality control procedures. All services shall be performed in strict accordance with the contract documents, Exhibit A service requirements, applicable health and safety regulations, and NFA standards.

II. Scope of Services

The selected contractor shall provide custodial services for NFA’s Main Campus and Sachem Campus under the direction of the Manager of Facilities. Services shall ensure all facilities are clean, safe, and well-maintained for students, faculty, staff, and visitors.

A. Daily Cleaning and Maintenance

● Perform routine cleaning of classrooms, offices, corridors, restrooms, cafeterias, and other common areas.

● Sanitize high-touch surfaces, empty trash and recycling, and replenish consumable supplies.

● Sweep, mop, vacuum, and maintain floors on a daily basis.

● Maintain cleanliness during occupied hours and ensure all spaces are secure when work is completed.

B. Periodic and Deep Cleaning

● Conduct floor maintenance, including buffing, waxing, and carpet extraction.

● Perform high dusting, window cleaning (interior and accessible exterior), and deep cleaning of restrooms and food service areas.

● Provide comprehensive cleaning during summer or academic breaks to prepare buildings for the upcoming school year.

C. Project and Event Support

● Assist with classroom and space setup, furniture moving, and room reconfigurations.

● Support maintenance, renovation, and improvement projects with appropriate cleaning and preparation.

● Provide setup and cleanup for school events, meetings, and special activities as requested.

D. Staffing, Supervision, and Coordination

● Maintain adequate staffing to meet service requirements and assign an on-site lead or supervisor.

● Ensure all personnel are trained, qualified, and comply with school policies, including background checks.

● Coordinate schedules, special requests, and communication with the Supervisor of Facilities.

E. Quality Control and Supplies

● Implement quality control measures to ensure all work meets established standards.

● Maintain daily or weekly service logs and address deficiencies promptly.

● Provide and maintain all necessary sanitary supplies, custodial equipment, tools, and environmentally appropriate cleaning supplies.

III. Contractor Selection Process Norwich Free Academy (“NFA”) will select a custodial services provider through a competitive proposal process. Proposals shall be evaluated based on demonstrated experience providing custodial services to educational or similarly sized facilities;

operational capacity to deliver all services specified in the RFP across the Main Campus and Sachem Campus and verified references.

A. Experience, Capability and Demonstrated Track Record

Successful proposals will contain resumes of staff managing the account, highlight relevant contracts of similar scope, outline staffing capacity, management structure, training programs and demonstrated OSHA safety record.

B. Itemized Labor and Material Costs

Proposers shall provide a fully itemized breakdown of all labor and material costs.

Labor must identify position classifications, hourly rates, estimated hours, and applicable burdens or overtime rates. Materials and supplies must be listed separately with unit pricing where applicable. Lump-sum pricing without supporting detail will not be accepted. The itemization must clearly support the total proposed contract price.

C. Financial Value

Proposers shall submit a fixed annual contract price that reflects the full cost to provide all services specified in this RFP. The proposed pricing must represent the best overall value to the Owner, balancing cost, staffing levels, supervision, service quality, and operational efficiency. The Owner will evaluate proposals based not solely on lowest price, but on demonstrated value, including responsiveness, sustainability of staffing plan, quality control systems, experience, and long-term cost stability.

IV. Instructions for Submission of Proposal

A. Submission Logistics

Project Milestones Date

RFP issue date 02/25/2026 8:00 am

Pre-Bid Walkthrough: All Vendors intending to submit proposals must attend the mandatory Pre-Bid Walkthrough on 3/18/26 at 3:00pm.

Please confirm attendance by contacting Alicia Madsen at madsena@nfaschool.org

03/18/2026 3:00 pm

Final date to submit questions 04/01/2026

Final answers posted to NFA website 04/15/2026 8:00 am

Proposal Submission Due date 04/22/2026 8:00 am

Proposal review 04/29/2026 mailto:madesena@nfaschool.org

Proposal award by 05/08/2026

A total of 3 hard copies of each firm’s proposal must be received at the following location on or before 2:00 p.m. on the submission date (see above). NFA will not take responsibility for late submissions regardless of delivery method.

Proposals shall be addressed to:

Alicia Madsen Facilities Manager Norwich Free Academy 305 Broadway Norwich, CT 06360 860-425-5571

Additionally, 1 electronic copy of each contractor's proposal must be sent via electronic mail to Alicia Madsen, Facilities Manager, madsena@nfaschool.org

Please clearly mark all proposals with the following:

● “Norwich Free Academy – CUSTODIAL SERVICES CONTRACT

Questions regarding this request for proposals should be directed via electronic mail to Alicia Madsen.

Questions must be submitted aligned to the Project Milestones above by 4:00 p.m. A final addendum will be posted to the NFA Website at www.nfaschool.org aligned to Project Milestones by 4:00 p.m.

B. Contents of Written Proposals Proposals shall include the custodial management team’s experience, including resumes of key supervisory and management personnel assigned to the contract.

Proposals shall demonstrate extensive experience managing custodial operations of similar size and complexity and a thorough understanding of custodial staffing, supervision, quality control, and compliance requirements.

The proposals may include any other information the team believes will further demonstrate their expertise with contracts of a similar scope.

C. Fee Proposal

Proposers shall provide a complete, itemized three-year financial proposal including labor, materials, and pre-established annual escalators. The initial contract term shall be three (3) years, with up to two (2) one-year renewal options contingent upon documented satisfactory performance and compliance with contract requirements

Termination or Amendment mailto:madsena@nfaschool.org

A. The Board reserves the right to reject any and all proposals when it deems such action is in the best interests of the Board and also to select a respondent that the Board determines best meets its needs.

B. Costs and fees contained in the proposal will remain valid for a period of ninety

(90) days after the closing date for submission of proposals and may be extended beyond that time by mutual agreement between the Board and the respondent.

VI. Insurance A. The successful respondent shall furnish a certificate of insurance to the Board for the following insurance coverage within ten (10) days from contract execution. The certificate of insurance shall contain the project description and name the Board as an additional insured. All insurance coverage shall be written with an insurance company licensed to conduct business in the State of Connecticut. Insurance coverage shall remain in full force for the duration of the contract term including any and all extensions. Such certificate of insurance shall specify that the Board will receive thirty (30) days' notice of any cancellation, non-renewal or reduction in coverage and limits originally provided.

1.General Liability with a combined single limit of $1,000,000 per occurrence, $2,000,000 aggregate for bodily injury and property damage.

2.Automobile Liability with a combined single limit of $1,000,000 per occurrence, $2,000,000 aggregate for owned, non-owned, and hired vehicles.

3.Workers Compensation with a minimum of $500,000 as required by the State of Connecticut.

4.Professional Liability with a combined single limit of $1,000,000 per occurrence, $2,000,000 aggregate.

5.Umbrella Liability with a combined single limit of $1,000,000 per occurrence, $2,000,000 aggregate for bodily injury and property damage.